Construction Administrator / Operations Coordinator

2+ years of experience in administrative, operations, or construction coordination roles. Strong understanding of construction workflows, permitting, and inspection processes. Proficient in Google Workspace (Docs, Sheets, Drive). Proficient in project management tools (e.g., Asana, Monday.com). Experience with QuickBooks or similar systems for invoice tracking and budget reporting. Excellent communication and coordination skills. Strong organizational skills and ability to manage multiple tasks and deadlines. Must have a stable internet connection. Must have a remote-ready workstation.

Coordinate and facilitate team meetings with agendas, notes, and action items. Maintain a master project calendar and send deadline reminders. Collect and review timesheets, generate project status reports. Support procurement activities including vendor research and order tracking. Maintain logs for change orders, RFIs, permits, and submittals. Organize digital project folders. Prepare and submit online permit applications and track their progress. Coordinate inspections and ensure field team readiness. Maintain compliance records. Communicate with city departments regarding permit status. Manage client emails, proposals, and confirmations. Maintain a client communication tracker. Coordinate with vendors and subcontractors. Route inbound messages. Prepare weekly Admin & Operations reports. Track payments, invoices, and proposal acceptance dates. Assist with invoice generation and budget tracking. Reconcile receipts and purchase orders. Maintain and organize company files in Google Drive. Archive completed project folders. Keep templates, reports, and SOPs up to date. Ensure compliance documents are stored securely. Support new hire onboarding and system setup. Track licenses, insurance renewals, and certifications. Act as a contact for administrative or operations-related questions. Identify workflow inefficiencies and propose improvements. Support the implementation of new tools or systems. Maintain dashboards and reports. Assist leadership in developing scalable systems.